NMHRAB

Regrant Program

The New Mexico Historical Records Advisory Board (NMHRAB) receives funds from the New Mexico Legislature and the National Historic Publications and Records Commission (NHPRC) to fund its Historical Records Grant program for improving preservation of and access to New Mexico's historical records. Grants are contingent upon available federal funds and/or appropriated state funds.

Purpose

The grant program is for the purpose of strengthening and supporting records programs in New Mexico. Grants are awarded annually to applicants who demonstrate need, financially and programmatically, and show commitment to solving problems associated with the preservation of and access to their historical records. Projects must address the funding priorities of the NMHRAB as published.

Training programs that focus on developing best practices that can be used to train staff in more than one repository or in a repository experiencing high turnover.

Research projects that provide original scholarly exposition or interpretation of documentary evidence of New Mexico history based on original records for general usage. Since these projects are a lower funding priority, proposals must be very well developed if funding is to be obtained.

Promotional programs that promote the preservation or access to historical documents such as conferences, workshops, symposia, audio/visual presentations, etc.

Program development projects that establish or elevate standards of archival or records management practice in the application repository. This approach involves surveys of collections, assessment of environmental controls and establishment of records management programs

Eligible entities include:

Government organizations:
a. state agencies as prescribed in the Public Records Act; except the state records center and archives;
b. public schools;
c. district courts;
d. public colleges and universities and all associated programs;
e. county offices;
f. municipal offices;
g. political subdivisions; or
h. tribal government offices.

Non-profit organizations, verified as such by:
a. a copy of its tax-exempt or 501(c)(3), or equivalent, status and
b. evidence that it has made provisions for the transfer of its holdings to a like organization or an appropriate repository upon dissolution.

Previous grant recipients shall be in compliance with the stipulations of all previous awards in order to continue to be eligible.

Secondary priorities:
1. Documentary Research
2. Programs that promote New Mexico history, such as exhibits, conferences, and documentaries
3. Development of records and archival management programs

Priority is also given to first time applicants and tribal and underserved communities.

Funding

The NMHRAB has varying amounts of funds annually to divide among successful applicants. The maximum award is $8,500 per applicant, depending on available funds. A Second Call for proposals may be issued in any given fiscal year based on availability of funds.

Applicants must provide a minimum match valued at 25% of the total cost of the grant award in either cash or in-kind services and/or materials. The in-kind must be rendered during the project period.

Conditions

The applicant must demonstrate financial need and that it is prepared to carry out the objective of the proposal within the grant period.

The applicant must describe the records covered by the proposal and their importance in documenting New Mexico's history.

The applicant must have custody of, or consult with organizations that have custody of, historically significant original records.

Records treated in the proposed project must be made available for public research unless specific exemption is granted by the NMHRAB. Proposals submitted by tribal governments, for example, may be excluded from this criterion.

A person qualified by credentials or training to carry out the objectives of the proposed project must supervise the project. Organizations must have a mechanism for evaluating the impact of the project on their historical records' environment.

The applicant must note their organization's DUNS Number on the application form.

All digitiation projects shall follow the scanning guidelines specified by the State Records Center and Archives for creating master copies.

Exclusions

Grant funds may be used to supplement organizational staff or hire temporary staff, but cannot be used to supplant the organization’s staffing budget. Grant funds may also be used to pay indirect costs and to purchase hardware, software or equipment specifically for the project and costing less than $1,000 per unit. However, staff committed by the organization to the project and equipment and software purchased specifically for the project and costing more than $1,000 per unit can be used as in-kind match.

Consultant fees funded by the grant may not exceed $50.00/hour. Related travel expenses must be within State of New Mexico allowable rates. (See Per Diem and Mileage Act)

Proposals for digitization projects are acceptable only if they take into consideration the issue of migration to newer technologies. Microfilming projects must be justified on the basis of the volume of original records, the demand for usage, or the risk of loss of their content.

Project Period

Project period is based on the State's fiscal year July 1 through June 30. Generally, Notices to Proceed are issued on or around August 15 for successful applicants. Funded projects must be completed by June 15th. Additionally, all requests for reimbursement must be submitted no later than June 15th.

Application

Complete all questions on the application form. You may submit pertinent attachments to support your application, but please limit the number of pages to a minimum. Submit one completed application with original signatures and supporting documents, and ten copies. Incomplete applications shall not be considered. A checklist of requirements and lists of resources are available on this website.

Contact the Grants Administrator at 505-476-9782 with questions regarding the application and grant program.

Deadline

Completed applications (original and ten copies) must be received on or before February 13, 2015. All applicants are strongly encouraged to submit a draft application by December 1, 2014. Please refer to NMHRAB Grant Program Calendar for established deadlines.

Review Process

There will be a three-stage review process. First, all applications will be screened for eligibility and compliance with the guidelines. Ineligible and non-compliant submissions will be returned. Second, all applications will be reviewed for technical merit on an established rating system by New Mexico State Records Center and Archives professional staff, and recommendations for further consideration made. At this level applicants will be advised of items that may need clarification or elaboration in order to enhance a proposal's viability. Third, recommended proposals will be evaluated by the New Mexico Historical Records Advisory Board and ranked according to published priorities at the regular May meeting.

Post Award Requirements

Submit interim report by January 31.

Submit final report within 30 days of project completion, but no later than June 15.

Request funds on a reimbursement basis based on performance measures and deliverables specified in grant contract.

Submit proof of completion of training before project start date, if required.

Adhere to State Procurement Code for purchase of goods and services.

Maintain grant records for at least two years after completion of the project.

Definitions

Access: the availability of archives, records, or manuscripts in terms of physical condition, legal permission, and intellectual entry.

Accession: a term used as both a noun and a verb for the act and procedures involved in a transfer of legal title and the taking of records or papers into the physical custody of an archival agency, records center, or manuscript repository; and the materials involved in such a transfer.

Archives: the non-current records of an organization or institution preserved because of their continuing value in meeting the needs of the creating organization.

Arrangement of collections: the process and results of organizing archives, records, or manuscripts particularly by function or activity of their creator.

Collection policy: a statement adopted by an archival agency, records center, or manuscript repository to guide its accessioning and de-accessioning decisions in order to carry out its formal mission.

Cubic feet: a standard measure of the quantity of archival material; the term refers to the amount of space usually occupied by one standard records storage box (12" x 12" x 16") on standard archival shelving. By conversion, 36" of letter-size papers, arranged lineally (3 linear feet), would occupy approximately 2 cubic feet, if placed in storage boxes.

Curator: means an employee whose duty is to foster research by making accessible order of a repository's collections. A degree or certification in library management is usually required.

De-accession: the act or the materials involved in the act of a transfer out of the custody of an archives; the opposite of Accession.

Documentary edition: a published edition of documents derived directly from original records, and often accompanied by editorial commentary and annotations.

Essential minimum: in the interests of efficiency and economy, the most succinct statements and the most definitive examples that meet the application requirements, thus keeping the proposal package simple, focused, and relevant. Resumes, for example, are more impressive by their relevance than by their length.

Evaluation: a mechanism by which the effectiveness of the project can be measured by describing the extent to which a project's goals have been met. Narrative, graphic, or statistical methods can be used to assess the product or to analyze the process. Participant or user assessments are also helpful in some cases.

Finding Aid: a descriptive device created by an archives, records center, or repository to establish the size, condition, content, and/or arrangement of a collection or record group.

Nonprofit Organization: any organization which by its articles of incorporation and by-laws prohibits acts of private inurement, that is, transferring of the organization's earnings to persons in their private capacity. Nonprofit organizations are required to use their earnings for their program activities. These earnings are tax-exempt if the organization has met the approval of the Internal Revenue Service as falling within a category such as 501(c) (3).

Original Records: archives or public records as created by a governmental or quasi-governmental body, and manuscripts such as letters, diaries, photographs, or other first-hand reports.

Preservation: the provision of adequate facilities for the protection, care, and maintenance of archives, records, and manuscripts, particularly to promote their future availability.

Provenance: the source or the office of origin of the records, thus the principle of maintaining the integrity of the records' identity by their creator and, also, respect for their original order.

Political subdivision: means any county; incorporated city; town or village; drainage, conservancy, irrigation, water and sanitation or other district; mutual domestic association; public water cooperative association; community ditch association; or community land grant organized and governed pursuant to Chapter 49, Article 1 NMSA 1978.

Records Manager: An employee whose duty is to manage the creation, use, and disposition of an organization or agency's records. A degree or certification in Records Management is usually required.

Statement of Need: a logical and succinct presentation of the argument for the necessity of a project. It should be factual, reasonable, and persuasive.